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Executive Administrative Assistant

Executive Administrative Assistant

Job ID 
2018-1987
Location 
US-MD-Columbia
Metro Area 
Baltimore, MD
Function 
Administrative
Employment Status 
Full-Time

More information about this job

Overview

U.S. Anesthesia Partners (USAP) is the largest single-specialty anesthesia practice in the country with over 4,000 clinical providers and associates.  By joining our team you will participate in a highly collaborative and dynamic environment.  As an organization we are mission focused on delivering the highest quality in patient care and you will be directly supporting our talented clinical team.  We extend this same commitment to quality to our associates and supply tools and resources that will ensure we win in the healthcare marketplace and support of USAP.

 

We are proud of our inclusive people culture that supports our associates to perform at their best.  USAP is an equal opportunity employer.  Candidates with physician services or related health care experience is a plus. We offer a competitive benefits package. 

 

Performs administrative duties for the Senior Vice President and direct reports as needed, as well as performing supervisory duties for direct reports and other Administrative Assistants. Serves as back-up support for Administrative Assistants and supervises Corporate Receptionist.

 

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES (include but not limited to):

  • Provides administrative support for the Senior Vice President and their direct reports (as needed), including typing, transcribing, scheduling, travel arraignments, maintaining spreadsheets and developing presentations.
  • Answers telephone, screens calls and refers callers to the appropriate individual. Answers inquiries requiring standard answers.
  • Independently composes correspondence and minutes of meetings based on knowledge of policy and personal discretion.
  • Proofreads correspondence and minutes, correcting grammatical errors, punctuation and spelling.
  • Files correspondence, records, reports and minutes.
  • Maintains and distributes for signature corporate files, including shares of stock.
  • Processes incoming and outgoing mail; opens, sorts and prioritizes correspondences for executive.
  • Compiles and types reports and proposals.      
  • Prepares reports and proposals for final distribution.
  • Makes travel arrangements as needed for executives, physicians, and staff.
  • Provides and coordinates back up support for Receptionist and other Administrative Assistants as needed.
  • Supervise the day to day activities of the Receptionist (assist in interviewing new candidates, training, performance reviews, disciplinary actions, time off requests etc).
  • Act as a Team Leader to other Assistants in understanding or completing projects and meeting project deadlines and provides training and guidance to them.
  • Take initiative on requests and inquiries of administrative nature made by Senior Staff.
  • Coordinate workflow and follow up on delegated tasks to ensure progress to deadlines.
  • Coordinate various office support services including purchasing and facilities management.
  • Leads vendor evaluations and selections.      
  • Maintains relationships with vendors.
  • Takes minutes at various meetings, including several evening meetings such as Board of Directors.
  • Performs Space Planning activities for the office, with collaboration from SVP.
  • Responsible for all office construction, build outs and employee relocations.
  • Orders furniture and office equipment, tracks equipment and schedules maintenance of equipment.
  • Meeting Planner and Facilitator for Corporate Meetings, such as annual Shareholder Meeting and Annual CME Seminar.
  • Maintains Shareholder Database and corresponding documents
  • Take initiative & coordinate admin staff during special projects, requests and inquiries of administrative nature & ensure deadlines are met.
  • Contract Management (i.e. leases, subleases)
  • Maintains Entity documents.
  • Coordinates due diligence projects and materials for SVP during potential group additions to the organization.
  • Committee and Division meetings/minutes
  • Maintains strictest confidentiality.
  • Other duties as assigned by management

 

 JOB REQUIREMENTS (Knowledge, Skills and Abilities):

  • Superior oral and written communication skills.
  • Advanced computer skills and ability to train others on system usage, including MS Word, Excel and Power Point.
  • Ability to work well with all levels of management and staff as well as outside vendors and clients.
  • Advanced ability to organize.
  • Knowledge of organization policies, procedures and systems.
  • Knowledge of office management practices, and secretarial procedures.
  • Knowledge of grammar, spelling and punctuation to type from draft copy, review and edit reports and correspondence.
  • Skill in gathering and reporting information.
  • Ability to work effectively and independently with staff, physicians and external customers.
  • Must have a pleasant disposition and high tolerance level.
  • Ability to work independently with limited supervision.
  • Ability to type at least 45 wpm.
  • Ability to maintain confidentiality.
  • Ability to read, write, and speak English

Qualifications

US Anesthesia Partners, Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

 

EDUCATION/TRAINING/EXPERIENCE:

  • High School graduate or equivalent
  • Associate degree in business administration or secretarial program is preferred
  • Two years of administrative executive healthcare experience required
  • Experience in a health care organization required

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